uk alumni association club leadership training sept. 9, 2011 event planning & marketing
TRANSCRIPT
UK ALUMNI ASSOCIATIONCLUB LEADERSHIP TRAINING
SEPT. 9, 2011
Event Planning & Marketing
Presentation Overview
Basic Event Planning Important Role of Alumni Club Events General Steps to Plan an Event Last Minute Details & Tips
Sample Club Events Calendar Important Dates (all tentative)
How To … GuideRequesting Marketing
Broadcast E-mails Invitations Calendar Postings / Online registration
Using other sources (Facebook, Twitter, etc.)
Alumni Club EventsAn Important Role
Alumni Clubs play an important role in carrying out the mission – connecting alumni with each other and the University
Each club determines its own programming and this will vary by area/alumni/size of chapter
Successful events take committed volunteers, and close attention to logistics and details
General Steps To Plan An Event
Decide on Event Type & Purpose
Consult guest speaker
schedule, if applicable
Choose date & time
Determine Venue
Plan your budget
Choose member & nonmember
costs
Setup catering and any
entertainment
Work with the UKAA to
determine event marketing
Setup agenda Select décor
Confirm entertainment,
speakers, catering, venue
setup
Enjoy your event!
Last Minute Details
• Confirm any guest speaker travel arrangements
• Collect all materials needed – décor, programs, nametags, giveaways, etc.
• Notify caterer of counts, whether higher or lower than guarantee
2 Weeks Prior
• Confirm final guest list• Make nametags, seating
chart if necessary• Confirm volunteers
1 Week Prior • Arrive early, and encourage
other volunteers to do so as well
• Check venue setup, any audio/visual equipment
• Setup décor• Relax and smile! Make
each guest feel welcome.
Event Day
Things to Consider
•Choose a location friendly to all in your group. Avoid private clubs.
•Select a centralized location.
On Selecting a Venue
•Choose items you can use again!
On Decor
•When serving food, always have a vegetarian option.
•Make sure the venue is handicap accessible.
On Keeping Guests Happy
•Ask volunteers to assist with event planning. Divide up duties/roles – i.e. taking R.S.V.P.s, setting up catering, décor, etc.
Always have help!
•Send thank you notes to any speakers, volunteers, etc.
After the Event
Possible Club Events Calendar
Football Game Watch Parties/ Bus trips to a game
Cats for a Cause events
Club Dinner / Speaker
College fairs or preview nights participation
FallHoliday party or progressive dinner
Basketball game watch parties / trips to a game
DanceBlue letter writing campaign
WinterSEC/NCAA game watch parties
Speed networking / career event
Scholarship fundraiser
Kentucky Derby party
Present book awards
Spring
Baseball outing
Student send-off
Summer
Important DatesALL TENTATIVE and subject to change
2012 DanceBlue letters: due Jan. 272012 Derby party: details due by the end of
February 2012 Student Send-off details due by mid-
June, unless hosted in Spring (due mid-March).
2012 Cats for a Cause: Oct. 5 – Oct. 14 (may vary based on football schedule)
2012 Club leadership training – June 14 - 16
How To … Guide
Refer to your club leaders handbook for ways to plan… Kentucky Derby parties Student send-offs Game watch parties Baseball outings Bus trips Club meeting / dinner … and More!
Event Marketing Assistance
Invitations
Broadcast E-mails
Calendar Postings /
Online Registratio
n
A comprehensive marketing plan helps to ensure the success of your events.
Use any combination of the marketing services offered by the UK Alumni Association.
Timeline for Marketing
Keep in mind the following deadlines for assistance with marketing events….
8 weeks for invitation design 72 hours (3 business days) for broadcast e-mails 72 hours (3 business days) for online registration
Broadcast E-mails
When requesting marketing for event, e-mail details to appropriate staff person (Jill or Alyssa) Be sure to send complete information (this will insure
that your request is processed in a timely manner)When requesting, be specific about your
audience. Members vs. members & nonmembers Young alumni (defined as graduates of last 10 years)
Make sure your message is clear! The text should sound fun and exciting so that people want to attend your event!
Invitations
Invitation designs… allow 8 weeks from the time you request invitations to the day of the event
Before asking for design, have everything together – including copy for the invite, any logos you need on the invite, final date, time, location, any speakers, etc.
Calendar Postings
Send request to appropriate staff personOnline registration is availableUnique URL’s are available (i.e.
www.ukalumni.net/fayettegolf) To access online events calendar…
Visit www.ukalumni.net Click on Events & Activities Click on Events Calendar
Social Networking
• Can be a great tool for reaching alums, promoting events
• Many clubs have created their own Facebook groups or pages
• Encourage members to join the UK Alumni Association Fan Page
• Many clubs also have Twitter pages they use to communicate with alums
• The UK Alumni Association has its own Twitter page @kentuckyalumni
*Please be aware of the use of the UK Alumni Association logo on your social networking pages or any other communication coming from the club.
Housekeeping Items
Alcohol policy – p. 52 in handbook
UKAA maintains liquor liability insurance coverage for its
employees, officers and directors
Includes coverage for any alumni club and its “members”
while acting as volunteer workers on behalf of the UKAA
as long as 3rd party vendor serves the alcohol
Insurance policy – p. 51 in handbook
Our policy specifically:• Excludes coverage for
any separately incorporated alumni club
• Notes the coverage is for a non-profit educational association
• Extends coverage to include “members” while acting as volunteer workers on behalf of the UKAA
Hints on Communications
Less is more! The earlier, the better! Events in which a majority of our clubs
participate have templates for invitations… Kentucky Derby Parties Student Send-offs Cats for a Cause Game Watch Parties
More Tips
Give plenty of lead time and be prepared with your requests.
Don’t hesitate to ask questions or for assistance.
Deadlines matter!!